Switching ABA providers is common. Families move across Florida, staff leave, schedules stop working, or the program is simply not a good fit. The risk is not the switch itself. It is the gap: weeks without services while records move, a new assessment is done and the insurer reviews a new plan. This guide gives you a step-by-step plan, the documents to collect and the timing rules that most often trip families up.
Does my authorization transfer to the new provider?
Usually not directly. In most plans, an ABA prior authorization is approved for a specific provider, a set number of units and a date range. When you change providers, the new provider normally needs its own authorization, based on its own assessment and treatment plan. Ask member services: "If I change ABA providers, does the current authorization end, and what does the new provider need to submit?"
Two payer rules matter most:
- The 60-day break rule. Evernorth (Cigna) policy EN0499 requires a new standardized assessment, plus updated data, "following any break in treatment greater than 60 calendar days." It also expects the initial assessment to be done within 60 days before treatment starts. Other plans have their own timing rules, but a long gap almost always means more paperwork.
- Two agencies at once. EN0499 says ABA from "multiple ABA provider organizations/agencies/companies during the same authorization period" is not considered medically necessary unless there is a clear coordination plan, strategies are consistent, and the combined hours fit your child's needs. So a short overlap is possible on some plans, but only if it is planned and documented.
TRICARE families have extra steps: ABA under the autism demonstration needs a referral and pre-authorization, and each authorization lasts six months. Your Autism Services Navigator can help with a provider change. See the TRICARE ABA page.
Step-by-step: how to switch without a long gap
- Pick the new provider first. Confirm they are in network with your plan, can staff your area and setting, and have an opening. Ask how long their intake usually takes from first call to first session.
- Get a benefits check. The new provider verifies your benefits and tells you what the plan needs. This step costs you nothing at most providers; ask.
- Request records from the current provider in writing. Ask for the current treatment plan, the most recent progress report, the last standardized assessment, the FBA and behavior plan, recent session data and graphs, the authorization letter, and the diagnostic report. Use the checklist below.
- Sign a release so the two providers can talk. A short call between BCBAs can save weeks.
- Schedule the new assessment as soon as the new provider is ready, ideally while current services continue.
- Agree an end date with the current provider that falls after the new plan is likely to be approved. Give notice in writing. The BACB Ethics Code (standard 3.16) asks behavior analysts to manage transitions with a written plan that includes "target dates, transition activities, and responsible parties."
- Watch the calendar. If services must stop before the new ones start, track the days. On plans with a 60-day rule, crossing it can mean a fresh standardized assessment and current data before the new plan is reviewed.
- Prepare your child. Use photos of the new staff and center, a social story, or a meet-and-greet before the first session.
Which records should I ask for?
| Document | Why the new provider needs it |
|---|---|
| Diagnostic report | Payers require proof of diagnosis. UMR says IEPs and school evaluations "are NOT acceptable as the sole proof of diagnosis" and asks for current documentation if the report is more than 4 years old. |
| Current treatment plan and goals | Shows what was being taught, so goals can continue instead of restarting. |
| Latest progress report and standardized assessment | Many plans want an assessment from the past year; it may shorten the new one. |
| Session data and graphs (recent months) | Gives the new BCBA a baseline and shows trends. |
| FBA and behavior intervention plan | Keeps safety strategies consistent during the change. |
| Authorization letter(s) | Shows dates, units and the plan's reference number. |
| Physician prescription or referral | Some plans, and Florida's mandate for covered plans, require a physician-prescribed treatment plan. |
Can the old provider refuse to give me records?
Florida law gives parents the right "to access and review all medical records" of their minor child, with narrow exceptions (s. 1014.04). For providers licensed by the Florida Department of Health, such as an LCSW or psychologist, s. 456.057 requires copies "in a timely manner" and bars making copies conditional on paying for services; fees are limited. Under federal HIPAA rules, a covered provider must act on an access request within 30 days, with one 30-day extension allowed (45 CFR 164.524). BCBAs are not DOH-licensed, but providers that bill insurance electronically are generally HIPAA covered entities. Put your request in writing and keep a copy. More detail is in your rights to ABA records.
Sample script for giving notice
"Hello, this is [your name], parent of [child's name], date of birth [DOB]. We have decided to move ABA services to another provider. Please send copies of [child]'s diagnostic report, current treatment plan, most recent progress report and assessment, FBA and behavior plan, the last three months of session data, and the current authorization letter to me at [email] within the time required by law. We would like services to continue through [date] while the new plan is approved. I am also signing a release so you can speak with the new BCBA. Thank you for your work with [child]."
Keep it calm and factual. You do not have to explain why you are leaving, though feedback can help the provider improve. If you have a serious concern, see how to make a complaint about an ABA provider.
Common mistakes that cause gaps
- Stopping services the same day you decide to switch, before the new provider has even assessed your child.
- Waiting weeks to send intake paperwork to the new provider. Document delays are the most common cause of slow starts.
- Not telling the new provider about a change in insurance at the same time.
- Assuming the old authorization covers the new provider.
- Losing the diagnostic report. Keep your own copy of every key document.
Switching to Hope Center
Hope Center for Behavior Change has no waitlist. Our steps are: documents and intake, a free benefits check, an initial assessment (2 to 4 hours, in one or two sessions, at home or at a center), up to two weeks to write the plan, your signature, submission to insurance and approval. Services usually start 3 to 5 business days after the insurer approves the plan. First call to first session can be as little as three weeks; slow paperwork can stretch it to months, so sending documents quickly helps most. You can also meet your assigned staff first. We work with Florida Blue (BCBS), Aetna, Cigna (Evernorth), UMR, Personify Health and TRICARE East, plus self-pay with a sliding scale. Read switching to Hope Center, then contact us or call 561-337-8865 to start.